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How to create your asset register with photos

Add assets by uploading photos with GPS data

Take photos on-site and upload them directly through the Civic.ly mobile app. This preserves GPS data so assets are created and mapped automatically. Civic.ly creates itemised assets from your photos, which you may need to reconcile with grouped entries in your AGAR register. Over time, your Civic.ly register will become much larger than AGAR, covering everything that needs inspections, jobs, or defect tracking.

Who is this for?

  • Role: Field leads, office staff

  • Platform: iOS, Android

  • When: Onboarding

Before you start

  • You need a user account created in the web app.

  • Install the Civic.ly mobile app and log in (search “civic.ly” in your app store).

  • Enable location permissions for your phone’s camera.

  • Make sure areas are already mapped in Civic.ly.

Why photos matter

  • Automatic mapping: GPS data in photos means Civic.ly places assets on the map automatically.

  • Evidence: each record includes a photo reference for audits and inspections.

  • Audit opportunity: walking your town or village to capture assets helps councils discover missing or out-of-date records.

⚠️ Mindset change:

  • Many councils’ AGAR registers group assets into single lines (e.g. “32 benches — £23,131” or “Memorial Park playground — £128,054”).

  • Civic.ly is itemised: every bench, swing, lamp post, tap, or hand dryer is its own record.

  • This makes your Civic.ly register larger than AGAR, but it’s essential for daily operations: inspections, jobs, and defect tracking.

  • See → Why your Civic.ly asset register is bigger than your AGAR register

Steps

  1. Plan your capture project — you don’t need to do everything at once.

    • Start with one park, one street, or one asset category.

    • Build your register gradually.

  2. Take photos on-site — capture each item individually with GPS data embedded.

    • Examples: slide, swing, bench, bin, bollard, lamp post, public toilet, boiler.

  3. Check photo quality — follow these best practices:

    • Good lighting (no shadows or glare).

    • Asset fills most of the frame, centred.

    • Avoid multiple assets in one photo.

  4. Open the Civic.ly app — log in and tap + → Upload.

  5. Select photos from your device — choose the set you just captured.

  6. Upload directly from your phone — do not transfer via desktop, otherwise GPS data will be lost.

  7. Review the upload report — check all assets were created successfully.

  8. Finish — your photos are now in Civic.ly as mapped, itemised assets.

Notes & limits

  • Existing photos: if stored on laptops or cloud drives, they often lack GPS data. They can be uploaded, but you’ll need to manually place them on the map. We recommend taking fresh photos to avoid mapping errors.

  • Multiple photos per asset: Civic.ly currently creates one asset record per photo. Uploading three photos of one bench = three records. You’ll need to delete duplicates manually.

  • Wifi recommended: uploads can be large.

  • Mobile-only: always upload directly from your phone.

  • GPS accuracy varies: nearby buildings, trees, or poor signal may affect pin placement.

  • Batch uploads: split large sets into smaller groups.

  • Beyond AGAR: include all assets that need inspections, maintenance, or repairs — even if below AGAR thresholds (e.g. taps, bins, hand dryers).

Verify it worked

  • Check the upload report for the number of photos processed.

  • Open the map and confirm assets appear in correct locations.

Troubleshooting

  • Assets not in correct place → Coming soon

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